Research Group Administrative Assistant - 132431

Payroll Title:
BLANK AST 3 Department:
MARINE PHYSICAL LABORATORY Hiring Pay Scale
$28.51 - $33.46/ Hourly Worksite:
SIO Appointment Type:
Career Appointment Percent:
100% Union:
CX Contract Total Openings:
1 Work Schedule:
Days, 8 hrs/day, Mon-Fri

#132431 Research Group Administrative Assistant
Filing Deadline: Thu 10/24/2024
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UCSD Layoff from Career Appointment : Apply by 10/04/2024 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants : Apply by 10/15/2024. Eligible Special Selection clients should contact their Disability Counselor for assistance.

DEPARTMENT OVERVIEW

The Marine Physical Laboratory (MPL) has offices and laboratory space on both the Scripps Institution of Oceanography (SIO) campus in La Jolla and at the Scripps Nimitz Marine Facility on Point Loma. It is part of SIO's Oceans and Atmosphere (OA) Section with multidisciplinary programs of scientific research including ocean acoustics, bioacoustics, seafloor geophysics, signal processing, ocean optics and underwater imaging, air-sea interaction and surface waves, upper-ocean physics, and ocean chemistry. MPL has contracts & grants with federal agencies, industry, other Universities and nonprofits, and various state agencies. MPL's research programs are both theoretical and applied, The MPL machine shop at Point Loma supports MPL and SIO research programs fabricating unique and complex instrumentation in support of exploratory technological development appropriate to applied research programs.

POSITION DESCRIPTION

The Marine Physical Laboratory division at Scripps Institution of Oceanography is seeking to hire a Research Group Administrative Assistant.

Under general supervision of the MPL Purchasing and Research Operations Support Manager (P&ROSM), the incumbent shall be responsible for:

• Independently responsible for organization, analysis, and execution of executive level administrative support for Marine Physical Laboratory's Director, Deputy Director, faculty, academics, engineers and their professional staff and students located in MPL's Isaac's Hall location.
• Serve as liaison between Pt. Loma and the administrative offices as well as a liaison between Isaacs Hall and the SIO facilities management team for work orders and custodial services. *Assist in coordinating the MPL Summer Internship program, including organizing luncheons and social events as needed.
• Independently responsible for complex group and foreign visitor travel arrangements including Concur requests and reconciliations, travel reimbursements, ships schedules/sea cruises, Field Safety Research Plans, business travel accident insurance, etc. Process all purchasing for Isaacs Hall academics and staff by credit card, Oracle, or PO when necessary.
• Coordinate complex shipping of oceanographic equipment and containers including coordinating with MPL foreign shipping personnel and SIO HAZMAT office and UCSD Logistics, HAZMAT specialists, UCSD export control office, American Cargo Service, and outside freight forwarders.
• Independently responsible for organizing and coordinating conferences, meetings, workshops.
• Provide unit orientation for Visiting Scholars, volunteers and other employees and students located in Isaacs Hall. Serve as back-up to OAR, Spiess, Nierenberg, Ritter, and Vaughan Hall administrative offices during absences or periods of heavy workload.

QUALIFICATIONS

• Working knowledge of procedures for domestic shipping and knowledge of procedures for foreign shipping. Knowledge of HAZMAT policies and procedures for hazardous materials shipping.
• Experience coordinating meetings and special events including logistics: e.g. audio/video equipment, space scheduling, catering, etc.
• Experience with complex travel administration. Demonstrated knowledge of federal, state, and private agency funding regulations (NSF, DOE, NASA, ONR, NOAA, etc.) as it relates to travel and purchasing.
• Experience processing volunteer and visiting scholar documentation and utilizing visiting scholar appointment database. Experience welcoming and orienting visitors.
• Skill using a Macintosh, Mac operating system in a networked environment.
• Proven skill in utilizing numerous computer systems, software and applications including Macs and MS Word, Excel, Acrobat, Outlook E-Mail.
• Demonstrated ability to work with detailed information in an accurate manner within established deadlines.
• Skill in developing, implementing and maintaining record keeping and filing systems. Skill in effectively organizing computerized files and information.
• Strong interpersonal skills needed to interact effectively with a wide variety of personalities and behavior patterns in person and on phone, exercising tact and diplomacy with emphasis on flexibility and professionalism and ability to act with discretion regarding sensitive and confidential matters. Ability to illicit and/or ascertain what information and details are needed and to communicate same to the appropriate MPL business office personnel. Ability to communicate information clearly and effectively both orally and in writing, in person and by phone. Excellent English grammar and spelling.
• Proven skill in developing, implementing and maintaining record keeping and filing systems.
• Excellent grammar and writing skills. Ability to communicate clearly and effectively in person and by telephone.
• Proven ability to organize and prioritize work effectively with large volume and multiple responsibilities to meet deadlines and changing priorities and to make sound judgments and take initiative.
• Ability to remember and follow standard procedures including written and oral instructions.
• Demonstrated experience and skill to work independently, identify problems, implement and recommend solutions, using good judgment.
• Proven ability to read, interpret and apply policies, rules and regulations.
• Ability to concentrate with constant interruptions.
• Knowledge of academic leave forms and leave policies and procedures.
• Knowledge of various visas including: business (B1), business waivers, TN, PR, and J and H scholar visas as applied to travel regulations, reimbursement and employment.

SPECIAL CONDITIONS

• Must have access to reliable transportation and/or a valid driver's license.
• Able to travel locally to on-site meetings and conferences and to other buildings at SIO La Jolla campus and Point Loma.
• Must be US Citizen or Permanent Resident to have access to primary MPL administrative offices.
• Job offer is contingent upon satisfactory clearance based on Background Check results.

Pay Transparency Act

Annual Full Pay Range: $40,700 - $85,295 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $19.49 - $40.85

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

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